Return to Vendor Workflow

Create a Return to Vendor Order. On creating a Return to Vendor Order the status will be set to Open.

Tagging Vendor

A vendor gets tagged to a Return to Vendor Order in one of the following ways:

• If a Return to Vendor Order is created from within the  Accounts module after tagging a Customer with Account Type as either Vendor or as Customer and Vendor, then that customer ID, name and contact details will be automatically populated into the Vendor ID, Vendor Name, and Contact fields respectively.

• On creating a Return to Vendor Order, you can manually search and tag the Vendor ID in the information tab. You can then search for the Purchase Orders issued to this vendor in the Purchase Orders section.

• You can search and add products to the Return to Vendor Order using the Purchase Orders section. All the Purchase Orders issued to all vendors is first displayed in accordance to the search criteria. The Vendor ID, Vendor Name and Contact fields gets populated automatically by fetching the same from the first product that gets added to the Return to Vendor Order. After this only the Purchase Orders issued to the tagged vendor gets displayed in the Purchase Orders section.

Note: Any number of Purchase Orders created for a single vendor can be tagged to a Return to Vendor Order.

Adding Items/Parts to a Return to Vendor Order

Instructions for adding item(s)/part(s) to a Return to Vendor Order are:

1. Select any product line from within the Purchase Orders section

2. Click on the Add icon  on the re-size bar or double-click the product line.

The same gets added to the Return to Vendor Order. The lines added to the Return to Vendor Order is displayed within the Return PO section.

Additional Points

• Items/assets/parts with status as In can be added to a Return to Vendor Order.

• Quantity to be returned should be entered under the column named Qty in the Purchase Order section for each product line. You can later modify this within the Return PO section on the Return to Vendor Order, if need be.

• You cannot tag quantity more than the received quantity on each batch. If you try to do so then an error message "Qty cannot be more than available Qty to return." will be displayed.

• If availability of item/part is less than the quantity that is returned then upon saving this Return to Vendor order the system prompts an error message "Unable to Save, some of the items to be returned don't have sufficient Qty ". The product line with lower availability gets displayed within the Return PO section in red color.

Deleting Items/Parts from a Return to Vendor Order

Instructions for removing item(s)/part(s) from a Return to Vendor Order are:

1. Select any product line from within the Return PO section.

2. Click on the Remove icon  on the re-size bar.

The selected product line gets deleted from the Return to Vendor Order.

Returning  to Vendor

Instructions for returning items/parts to Vendor by executing a Return to Vendor Order are:

1. Add the required item(s)/asset(s)/part(s) to the Return to Vendor Order.

2. Click on the  Done icon (Happy Face Icon)  to return those added item(s)/asset(s)/part(s) to their vendor. System will prompt you with the confirmation message "Do you want to Voucher this Return to Vendor Order?".

Notes:

• If either the added item's/asset's/part's Purchase Order is kept open or if its item edit window is kept open, then the system prompts you with the message "Unable to generate Voucher". Clicking on the Details button, you will be able to view the PO IDs/Voucher IDs/Asset IDs/Product IDs of the respective entities that are kept open. Processing of the Return to Vendor Order is stopped and can be resumed only after closing these.

• If an Open Voucher (not posted) is present for an item/asset/part added to a Return to Vendor Order, then the system prompts you with the message "This will delete the line or reduce the qty on the open Voucher <Voucher Number>, Continue?". Pressing Ok button will delete the quantity (as is present in the Return to Vendor Order) of non-serial item/part or the assets in case of serial items from the Open Voucher. Pressing Cancel will stop the processing of the Return to Vendor Order.

3. Click Yes. All the item(s)/part(s) in the order is returned.

A Voucher is created and the Return to Vendor Order is closed.

Additional Points

• Corresponding entries are recorded in the Stock Change History of the items/parts and the PO info details is updated.

• Unvouchered lines are added to the Return to Vendor Order's Voucher with amount as zero.

• On returning the items/parts using a Return to Vendor Order, the quantity added here gets deducted from the item's/part's availability.

• Once the Return to Vendor Order is dispatched and its Voucher is created then the status of that Return to Vendor Order is changed to Done. The status of serial item's asset changes to Returned to Vendor in the Asset Edit window.